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Records Transfers

Reasons to transfer records

—The cost of storing just one cubic foot of records for one year in the average Oregon state agency office can be $25.00 or higher. Thus, an average four drawer file cabinet can cost $250.00 per year to maintain.

—Records transferred to the Oregon State Archives cost the depositing agency nothing to maintain.

—Records at the Oregon State Archives are housed in environmentally controlled conditions. Temperature and humidity are controlled at optimum levels and dust and other contaminants are filtered. This can greatly extend the life of records.

—The records are maintained in acid-free folders and boxes to further reduce deterioration (a small, one-time purchase cost for the boxes is required before transfer).

—Archivists prepare finding aids that help researchers find the information they need from the records. More of these finding aids will be added to the Oregon State Archives Web site over time.

—Records that are deposited with the Oregon State Archives become the legal property of the Archives and for security reasons cannot be removed from the building. Of course, copies can be made.

—Reference archivists supervise the use of the records. They help researchers use the finding aids and they provide suggestions about other useful records at the Oregon State Archives or at other repositories.

—Only registered researchers are allowed in the reference room. Purses, coats, bags, pens, food, and drink are prohibited. At least one reference archivist is in the room at all times during business hours. These requirements are designed to enhance the security and longevity of the unique records that are housed in the archives.

Delta On to records eligible for transfer

Oregon Secretary of State • 136 State Capitol • Salem, OR 97310-0722

© 2014 State of Oregon All Rights Reserved​